Zoho implementation for Jewellery and Gold
Zoho for jewellery and gold: track gold weight, purity, making charges, old-gold exchange, schemes and customer follow-up across showrooms.
Business process workflow
How jewellery and gold work flows in Zoho
Track gold weight, purity, making charges, old-gold exchange, schemes and customer follow-up across showrooms.
Common problems we fix
- Weight and purity records are kept in registers
- Old-gold exchange and scheme balances are hard to reconcile
- Showroom stock differs from books
The process, step by step
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Zoho Campaigns
Zoho AnalyticsDepartment by department
How every department of a jewellery and gold business works in Zoho
A jeweller's showroom, order desk, workshop, bullion desk, stock room, accounts and HR all count in grams as well as money. In Zoho every piece is a tag with weight and purity, so a sale, a karigar return and a stock count all agree on the same numbers.
How the departments hand work to each other
Each arrow is a handover. Because every team works on the same Zoho records, the next department picks up the work without re-entering it.
- 1Showroom Sales to Stock, Tagging and Vault: Sold tags and old gold received for melting
- 2Showroom Sales to Finance and Accounts: Daily sales bills and payment modes
- 3Custom Orders and Design to Karigar and Job Work: Approved design with metal, weight and stone details
- 4Custom Orders and Design to Finance and Accounts: Advances received and rate bookings
- 5Karigar and Job Work to Stock, Tagging and Vault: Finished pieces ready for hallmarking and tagging
- 6Karigar and Job Work to Finance and Accounts: Labour charges payable
- 7Bullion and Purchase to Stock, Tagging and Vault: Purchased bullion and ready stock to receive
- 8Bullion and Purchase to Finance and Accounts: Supplier bills and rate fixings
- 9Stock, Tagging and Vault to Showroom Sales: Tagged stock available by counter
- 10Stock, Tagging and Vault to Finance and Accounts: Stock weight and value for books
- 11Customer Care and Schemes to Finance and Accounts: Instalment receipts and redemptions
- 12Customer Care and Schemes to Showroom Sales: Members nearing maturity for follow-up
- 13Finance and Accounts to Management and Reporting: Daily and monthly results by branch
- 14HR and Payroll to Finance and Accounts: Payroll and incentive summary
- 15Management and Reporting to Bullion and Purchase: Metal buying decisions
- 16Management and Reporting to Showroom Sales: Rate and discount policy
Each department in detail
Open a department to see its workflow, its own entity diagram, who does the work, what needs approval, the reports it watches and what it hands over.
Showroom SalesSells ready jewellery at the counter at today's metal rate, with old gold exchange and clear making charges.
Workflow
- 1
Welcome and record the walk-in
Walk-ins and enquiries are logged with occasion, budget and category so follow-ups are not lost.
- 2
Show tagged pieces
The salesperson scans the tag to see gross weight, net weight, stone weight, purity and making charge.
- 3
Price at today's rate
The bill uses the day's board rate for the purity, plus making charges, stone value and tax.
- 4
Take old gold in exchange
Old gold is tested, weighed and valued after deductions, and the value is set against the new bill.
- 5
Bill and follow up
The invoice is issued, the tag is marked sold, and the customer gets anniversary and festival offers later.
Zoho FormsEntity diagram: Showroom Sales
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
- Zoho Books
Read the relationships as text
- Customer buys on Sale Bill (1:N)
- Daily Rate prices Sale Bill (1:N)
- Sale Bill may include Old Gold Entry (1:1)
Who does the work
- Sales associate
- Floor manager
- Cashier
Approvals and controls
- Making charge discounts beyond the counter limit need the floor manager
- The day's metal rate is set once each morning by management and locked for billing
Reports they watch
- Sales by category and weight sold
- Old gold received against new sales
- Walk-in to sale conversion by associate
Hands over to
- Stock, Tagging and Vault: Sold tags and old gold received for melting
- Finance and Accounts: Daily sales bills and payment modes
Custom Orders and DesignTakes made-to-order and repair requests, agrees design, weight and price, and tracks them to delivery.
Workflow
- 1
Record the order brief
Design reference, metal, purity, approximate weight, stones and size are recorded with photos.
- 2
Share design and estimate
A CAD render or sketch and a price estimate go to the customer for approval.
- 3
Take advance and fix rate
An advance is collected and, where agreed, the metal rate is booked on that day.
- 4
Track order stages
The order moves through design, karigar, stone setting, polishing and hallmarking, with dates promised.
- 5
Notify and deliver
The customer is told when the piece is ready, the final weight is billed and the balance collected.
Zoho WorkDrive
Zoho CliqEntity diagram: Custom Orders and Design
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Books
Read the relationships as text
- Custom Order approved in Design Approval (1:N)
- Custom Order secured by Advance (1:N)
- Repair Job may have Advance (1:N)
Who does the work
- Order desk executive
- Designer
- Order manager
Approvals and controls
- Rate booking on advance needs the order manager
- Orders with final weight above the estimate by more than the set margin need customer approval before billing
Reports they watch
- Orders due this week
- Orders delayed by stage
- Repairs pending
Hands over to
- Karigar and Job Work: Approved design with metal, weight and stone details
- Finance and Accounts: Advances received and rate bookings
Karigar and Job WorkIssues metal to goldsmiths and setters, gets finished pieces back and controls metal loss.
Workflow
- 1
Issue metal to the karigar
Fine or alloyed metal is issued by weight against the order or a batch job, with purity noted.
- 2
- 3
Receive finished pieces
Finished pieces are weighed on return, with stone weight and wastage recorded.
- 4
Settle the metal account
Issued weight is reconciled against returned weight plus allowed wastage for each karigar.
- 5
Pay labour charges
Labour or making charges per gram or per piece are calculated and passed to accounts.
Entity diagram: Karigar and Job Work
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
Read the relationships as text
- Karigar receives Metal Issue (1:N)
- Metal Issue returned as Job Receipt (1:N)
- Karigar settled in Metal Account (1:N)
Who does the work
- Workshop manager
- Metal issuer
- Karigar
Approvals and controls
- Wastage above the agreed percentage needs the workshop manager to investigate
- No new metal is issued to a karigar with an unsettled balance above the limit
Reports they watch
- Metal balance by karigar
- Wastage percentage by karigar and item type
- Jobs overdue from karigars
Hands over to
- Stock, Tagging and Vault: Finished pieces ready for hallmarking and tagging
- Finance and Accounts: Labour charges payable
Bullion and PurchaseBuys gold, silver, stones and ready stock from suppliers and keeps the metal position under control.
Workflow
- 1
Plan metal needs
Expected sales, open orders and current stock show how much metal to buy.
- 2
Buy bullion and stock
Bullion, stones and ready jewellery are bought from suppliers on rate-fixed or unfixed terms.
- 3
Fix unfixed rates
Purchases on unfixed terms are rate-fixed later, and the fixing is recorded against the supplier.
- 4
Send old gold to refining
Old gold and scrap are sent to the refiner, and fine gold returned is checked against the assay.
Entity diagram: Bullion and Purchase
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Inventory
- Zoho Creator
Read the relationships as text
- Supplier supplies Metal Purchase (1:N)
- Metal Purchase fixed by Rate Fixing (1:N)
- Supplier refines Refining Lot (1:N)
Who does the work
- Purchase manager
- Bullion desk executive
Approvals and controls
- Bullion purchases above the daily limit need the owner
- Rate fixing on unfixed metal is done only by authorised staff
Reports they watch
- Metal position by purity
- Unfixed metal by supplier
- Refining loss by lot
Hands over to
- Stock, Tagging and Vault: Purchased bullion and ready stock to receive
- Finance and Accounts: Supplier bills and rate fixings
Stock, Tagging and VaultHallmarks, tags and stores every piece and keeps weight-accurate stock across counters and branches.
Workflow
- 1
Receive and weigh
Pieces from karigars and suppliers are weighed and checked before entry into stock.
- 2
Hallmark
Pieces go for hallmarking, with HUID in India, and the hallmark details are linked to the tag.
- 3
Tag and price
Each piece gets a barcode or RFID tag with gross, net and stone weight, purity and making charge.
- 4
Move between counters and branches
Transfers to counters and branches are recorded so every tag is in one place.
- 5
Run daily and periodic counts
Counter trays are counted every evening, and full tag audits are run on schedule.
Entity diagram: Stock, Tagging and Vault
The records this team creates and updates, their key fields, and how they link.
- Zoho Inventory
- Zoho Creator
Read the relationships as text
- Tag certified by Hallmark Record (1:1)
- Transfer moves Tag (N:N)
- Stock Count checks Tag (N:N)
Who does the work
- Stock controller
- Tagging executive
- Vault in-charge
Approvals and controls
- Tags can be edited only by the stock controller, with the change logged
- Any missing tag at the evening count is reported to the owner the same day
Reports they watch
- Stock by category, weight and age
- Count differences by counter
- Hallmarking pending
Hands over to
- Showroom Sales: Tagged stock available by counter
- Finance and Accounts: Stock weight and value for books
Customer Care and SchemesRuns monthly gold savings schemes, handles exchanges and complaints, and keeps loyal customers coming back.
Workflow
- 1
Enrol scheme members
Customers join a monthly instalment scheme, and the plan, start date and maturity are recorded.
- 2
Collect instalments
Instalments are paid in store or online and reminders go out before each due date.
- 3
Redeem at maturity
At maturity the scheme value is redeemed against a purchase as the scheme terms allow.
- 4
Handle exchanges and complaints
Exchange, buyback and quality complaints are logged as tickets with the bill and tag attached.
Zoho DeskEntity diagram: Customer Care and Schemes
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Books
- Zoho Desk
Read the relationships as text
- Scheme Member pays Instalment (1:N)
- Scheme Member closes with Redemption (1:1)
- Scheme Member may raise Complaint (1:N)
Who does the work
- Customer care executive
- Scheme coordinator
Approvals and controls
- Early scheme closures and buybacks need the store manager
Reports they watch
- Active schemes and instalments due
- Missed instalments
- Complaints by type
Hands over to
- Finance and Accounts: Instalment receipts and redemptions
- Showroom Sales: Members nearing maturity for follow-up
Finance and AccountsRecords sales, purchases and metal, files tax, and reconciles cash, cards and bank each day.
Workflow
- 1
Close the day's cash
Cash, card, UPI and bank receipts are reconciled to the day's bills each evening.
- 2
Book purchases and fixings
Supplier bills and rate fixings are recorded, with metal and money balances kept side by side.
- 3
File sales tax
Sales and purchases carry GST in India or VAT in the UAE and UK, and returns are prepared from Zoho Books.
- 4
Value the stock
Stock is valued by weight and purity at the chosen method for the books each month.
- 5
Report the month
Margin on making charges and metal, branch results and cash position are reported.
Entity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Creator
Read the relationships as text
- Daily Close feeds Tax Return (N:N)
- Supplier Bill feeds Tax Return (N:N)
- Stock Valuation checked with Daily Close (N:N)
Who does the work
- Accountant
- Cashier
- Finance manager
Approvals and controls
- Cash above the set limit is deposited daily and checked by a second person
- High-value cash sales follow the KYC and reporting rules of the country
Reports they watch
- Daily sales and collections
- Margin by category
- Metal and money balance by supplier
Hands over to
- Management and Reporting: Daily and monthly results by branch
HR and PayrollHires and pays showroom, workshop and office staff, including sales incentives.
Workflow
- 1
Hire staff
Openings for sales associates, designers and workshop staff are tracked from posting to joining.
- 2
Train on product and security
Staff learn purity, weights, tagging and security rules, with training recorded.
- 3
Track attendance
Shift attendance and leave for showroom and workshop staff are kept in Zoho People.
- 4
Calculate incentives
Incentives are worked out from weight or value sold by each associate.
- 5
Run payroll
Salary and incentives go through Zoho Payroll where it is available, or your local payroll provider.
Entity diagram: HR and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Creator
- Zoho Payroll
Read the relationships as text
- Employee records Attendance (1:N)
- Employee earns Incentive (1:N)
- Incentive added to Payslip (N:N)
Who does the work
- HR executive
- HR manager
Approvals and controls
- Incentives are released after the floor manager confirms the sales list
Reports they watch
- Sales per associate
- Attendance and overtime by branch
- Training completion
Hands over to
- Finance and Accounts: Payroll and incentive summary
Zoho Recruit
Zoho People
Zoho Learn
Zoho Shifts
Zoho Creator
Zoho Books
Zoho PayrollManagement and ReportingGives owners one view of sales, metal position, stock, schemes and cash across branches.
Workflow
- 1
Combine store data
Zoho Analytics pulls Inventory, Creator, Books and CRM so every branch reports the same way.
- 2
Daily owner dashboard
Sales weight and value, old gold in, rate set, cash and missing tags on one screen.
- 3
Monthly review
Margin, stock age, karigar wastage and scheme liability are reviewed branch by branch.
- 4
Act on exceptions
Alerts for high wastage, count differences and unfixed metal go to the owner.
Zoho FlowEntity diagram: Management and Reporting
The records this team creates and updates, their key fields, and how they link.
- Zoho Analytics
- Zoho Flow
Read the relationships as text
- Dashboard shows KPI (N:N)
- KPI triggers Alert (1:N)
Who does the work
- Owner
- General manager
Approvals and controls
- Daily metal rates, discount limits and scheme terms are set by the owner
Reports they watch
- Sales and margin by branch
- Metal position and unfixed exposure
- Stock age and slow-moving designs
Hands over to
- Bullion and Purchase: Metal buying decisions
- Showroom Sales: Rate and discount policy
What to expect when you start
A typical plan for a focused project of one to three apps. Larger scope or messy data takes longer; we confirm the timeline after discovery.
Week 1 to 2
Map and agree
We walk through your jewellery and gold process from "Enquiry and lead" to "Showroom reports", list the records and fields you really need, and agree the scope.
Week 3 to 4
Build the core
We configure Zoho CRM and Zoho Creator with your stages, roles, approvals and templates.
Week 5 to 6
Connect and migrate
We clean and import your data, connect email, payments or other tools, and build the reports you will use every week.
Week 7 to 8
Test and go live
Your team tests with real cases, we train each role, and we cut over with a checklist.
Mistakes to avoid
- Copying the old spreadsheet column for column. Keep only the fields that help someone decide or act.
- Leaving out exceptions such as returns, changes and cancellations. Model them early so the team does not work around the system.
- No owner per stage. Name one person for "Enquiry and lead" and one for "Showroom reports".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Weight and purity records are kept in registers. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Stock accuracy
- Scheme collection rate
- Repeat customers
Questions about Zoho for jewellery and gold
Which Zoho apps suit jewellery and gold businesses?
A typical jewellery and gold setup uses Zoho CRM, Zoho Creator, Zoho Inventory, Zoho Books, Zoho Campaigns, Zoho Analytics. We confirm the exact apps after mapping your own process in a discovery call.
How does the business process flow in Zoho for jewellery and gold?
1. Enquiry and lead; 2. Design and order; 3. Stock by weight; 4. Billing; 5. Schemes and reminders; 6. Showroom reports.
Which departments does a Zoho setup for jewellery and gold cover?
A full setup covers Showroom Sales, Custom Orders and Design, Karigar and Job Work, Bullion and Purchase, Stock, Tagging and Vault, Customer Care and Schemes, Finance and Accounts, HR and Payroll, Management and Reporting. Each department works in its own Zoho screens, but they share the same customer, order and finance records, so work moves from one team to the next without being retyped.
Zoho apps we set up for jewellery and gold
Zoho CRM- Zoho Creator
Zoho Inventory- Zoho Books
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
Zoho services for jewellery and gold
All Zoho services →- Zoho implementationZoho CRM live within 2 weeks, fixed price agreed in writing
- Zoho support100-hour support packs, first reply within 1 hour
- Zoho consultingChoose the right apps and plan before you build
- Data migration to ZohoMove from Salesforce, HubSpot, Tally, QuickBooks or spreadsheets
- Zoho integration servicesConnect Zoho to payments, ads, telephony, e-commerce and more
- Zoho auditA scored review of your current Zoho setup
More industries we build Zoho workflows for
Zoho adapts to almost any business that has leads, orders, projects, people and money to track. A few examples are below; the industries page lists all 179 with a typical process flow and the Zoho apps behind each.
- Construction and ContractingControl tenders, project costs, subcontractors, site materials and progress billing from one system.
- Wholesale and DistributionRun orders, stock across warehouses, credit limits and collections for dealers and retailers.
- Food and BeverageTrack outlet and central kitchen stock, recipes, suppliers and daily sales with branch-wise accounts.
- Fitness and WellnessConvert enquiries into members, manage bookings and recurring fees, and keep members engaged.
- Staffing and RecruitmentManage client job orders, candidate pipelines, placements and invoicing in one flow.
- Travel and TourismTurn enquiries into itineraries, bookings and payments with supplier and customer tracking.
- Telecom and ISPsRun activation, installation, support and recurring billing for subscribers and enterprise accounts.
- Media and AdvertisingManage clients, briefs, campaign projects, approvals and retainer billing for agencies and media firms.
- Import and Export TradingHandle enquiries, proforma invoices, shipments, documentation and multi-currency accounting.